The Magic Behind Moments that Matter – Behind the Scenes at BRT

Nov 21, 2016

Travel Notes

The holiday season is officially here. And while it may seem like a quieter time in the trip-planning process, we’re here to tell you – only Santa’s workshop is busier than BRT this time of year. Here’s a glimpse into what we’re working on while you and your students are in the home stretch before holiday break:

The icing on the itinerary

At this point in the planning process, we’re fine-tuning each and every tour itinerary on the books. This is where our long-standing relationships with our vendors make all the difference, as we work together to make adjustments and changes as needed. Once those choices are finalized, we “make it official” with deposits for hotels, activities and performances, all the while tracking against our trip-planning timelines and checklists. Whether your tour includes a master clinic for your students, a once-in-a-lifetime performance or anything in between, we’re making sure each experience is planned to perfection.

Nailing down the details

In the thousands of trips we’ve planned over the years, we’ve learned that the smallest details make all the difference for our directors and their students. We focus on every piece of your itinerary, large and small, throughout the planning process, but this is the time of year that certain details have our undivided attention. We pay close attention to the special and specific needs of your group, gathering information about everything from dietary restrictions, disabilities and group dynamics. Then, we share that information with our vendor partners and tour directors, so when they meet you and your group, they know everything about who you are and what you need. We’re also counting (recounting!), labeling and organizing theme park tickets, renting chairs and instruments, and finalizing dozens of other details that make your trip feel effortless.

Don’t forget your fundraising

While we’re back at the workshop giving your tour the star treatment, there are a few things you can keep in mind as the year comes to a close. As we outlined in our previous blog post, take advantage of this time of year to ensure you’re up to date on your group’s fundraising efforts. Make sure you know where you are now, how much you still need to raise and how you’re going to get there. This is also the right time to finalize your concert program and share it with BRT so we can pass it along to the venue.

Worried that it’s all work and no tinsel at the BRT office? Don’t worry – we make plenty of merry with our office family. Think tacky sweaters, holiday treats and Bob in a Santa suit (just kidding). We absolutely love this busy time of year and want to make it as easy as possible for you and your students. If we can answer any questions about your upcoming tour, don’t hesitate to call us at the workshop, er, office.

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